Secretary / Document Controller

The Secretary & Document Controller will support the Newbuilding Ship Project team by managing all project documentation, correspondence, records, and administrative workflows. The role ensures compliance with project documentation standards, classification society requirements, and client procedures. The candidate must be detail-oriented, organized, and experienced in handling technical documents in a marine or engineering project environment.

CVs to: [email protected]
Contact: +971 56684499 (WhatsApp available)

A. Document Control
• Maintain and manage all project documentation (technical drawings, specifications, procedures, reports, vendor documents, class submissions).
• Implement and enforce document control procedures in line with project and client requirements.
• Register, track, and archive documents using the project’s Document Management System (DMS).
• Control document numbering, revision control, and distribution matrices.
• Ensure timely receipt, review, and issuance of documents to internal teams, shipyard, vendors, and classification society.
• Monitor document status and follow up on overdue submissions.
• Prepare transmittals, submittal logs, and document status reports.

B. Administrative & Secretarial Support
• Manage project correspondence, emails, meeting minutes, and communication logs.
• Organize project meetings, prepare agendas, and record minutes with action tracking.
• Maintain project calendars, schedules, and travel arrangements for project personnel.
• Assist in preparation of project reports, presentations, and compliance documents.
• Handle office administration tasks including filing, procurement requests, and coordination with HR/Finance.
• Support onboarding of project staff and maintain personnel records.

C. Project Coordination
• Liaise with shipyard departments, subcontractors, vendors, and classification society representatives.
• Assist the Project Manager in monitoring deliverables and documentation milestones.
• Ensure smooth communication flow between engineering, procurement, QA/QC, and construction teams.
• Maintain confidentiality and ensure secure handling of sensitive project information.

3. Qualifications & Experience
• Minimum 3 years experience as a Document Controller or Secretary in a shipyard, offshore, EPC, or engineering project environment.
• Strong understanding of document control processes and revision management.
• Experience with Document Management system tools.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills in English; knowledge of Azerbaijani is mandatory.
• Ability to work under pressure, manage deadlines, and handle multiple tasks simultaneously.
• Strong organizational skills with attention to detail.

- Bachelor's Degree or Diploma in Business Administration, Engineering, Project Management, or a related discipline.
- Minimum 3–5 years of experience as a Secretary, Document Controller, Project Coordinator, or Administrative Coordinator.
- Experience in shipbuilding, ship repair, marine, offshore, EPC, or construction projects is highly preferred.
- Good knowledge of document control procedures and document management systems.
- Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Excellent communication, coordination, organizational, and interpersonal skills.
- Ability to work independently and effectively in a multicultural project environment.
- Strong time management skills with the ability to handle multiple tasks and meet deadlines.
- Fluency in written and spoken English is mandatory.